webmasterApril 11, 2017April 11, 2017Copiers are still in demand; especially in accounting, attorney and governmental offices. However, the decision to rent a copier, purchase or lease one boils down to a set of pros and cons that can help you make the best decision for your organization. Let’s take a closer look at each of these procurement options and better understand the pros and cons of each. Rent Copiers This is a perfect option for one day to less than 12 month rental period. Renting copiers is ideal for use at meetings and trade shows; accounting offices during tax season; law firms preparing for a trial; and governmental offices to archive documents for offline storage. Pros Rent for one day, one week or several months Maintenance and supply fees are included in the rent Can change copiers as your needs change Cons Can be the most expensive option No tax write off for the equipment Equipment may sit idle because of low demand (case ends early, budgets are approved on time, etc.) Renting is a perfect short-term solution that offers the flexibility many companies may need. Purchase Copiers If your business produces fewer than 700 copies a month and needs continuous use of a desktop or mid-size copier, your organization is a prime candidate to purchase one. Here are the pros and cons of this alternative: Pros No interest charges or maintenance fees No debt Can keep the copier for many years Cons Must pay for copier, supplies and maintenance fees if it breaks down Must resell the existing copier before purchasing a new one As technology and company needs change, your organization may not be able to purchase a new copier because they have exhausted the budget in this area A purchase decision makes sense if you are phasing out copying, using it very little or have the money to purchase a new copier every three to five years. Lease Copiers If your organization plans on having a copier for more than 12 months and is interested in buying it at the end of the contract term, a lease may be the best option. Pros Flexible terms, 12 to 36 months Leasing reserves cash flow Maintenance and supply fees are included in the lease Cons Difficult to break lease Cannot move to new technology until lease expires The shorter the lease, the more expensive the monthly payment Overall, a lease decision is a viable option if your copier needs are known for the next one to three years and you do not foresee a big change in them. Which Option is Best? Whatever option makes sense for your business, consider how you will be using the copier and over what period of time. Let Hartford Technology Rental help you compare brands, rates and options in the rental and lease arena so you make the best choice for your business. We offer the most cost effective solution for your business, 24/7 technical support and onsite staff to man the copier if needed. We offer desktop, mid-range and full-size copier rentals in the Washington DC, Chicago, New York and Los Angeles areas. Give us a call at 888.520.5667 to learn more!